POSITION SUMMARY

The Admissions and Systems Specialist supports all aspects of Arts & Sciences graduate enrollment management lifecycle. They are responsible for the timely flow of information from initial application submission to admittance, to enrollment for all Arts & Sciences graduate programs. They primarily manage the technical and logistical work in the graduate application system and international student system to support applications for Arts & Sciences graduate programs. In collaboration with the Director of Enrollment Management and Student Services, they will ensure appropriate application processes and procedures are applied that maintain high standards of data quality. Additionally, they will provide timely and accurate information regarding enrollment management to prospective students, staff, and faculty. Duties include application processing, responding to applicant inquiries, communication with departments, and conducting reporting and auditing activities to ensure application file completion to matriculation.

EDUCATION:

Bachelor’s degree or combination of education and/or experience may substitute for minimum education.

WORK EXPERIENCE:

Various Databases (2 Years)

SKILLS:

Not Applicable

EDUCATION:

Master’s degree

WORK EXPERIENCE:

No additional work experience beyond what is stated in the Required Qualifications section.

SKILLS:

Computer Systems, Software Platforms, Technical Knowledge

Graduate Applications Functions

• Process submitted applications; authenticate transcripts and supporting documents, verify official test scores, and update application materials with a high degree of accuracy for submitted applicants and pre-matriculants.
• Maintain an accurate and thorough understanding of the application, admission and enrollment requirements and procedures across programs; document processes and serve as the primary resource to Arts & Sciences graduate applicants.
• Process and publish decision letters for A&S programs; mark records appropriately and in a timely manner when accepted applicant records are ready for the student information system: Workday Student
• Make recommendations to A&S leadership on admissions processes.

International Student Processing Management

• Manage the relationship between the Office of Graduate Studies and the Office for International Students and Scholars (OISS).
• Facilitate and systemically track the Form I-20 process for international students; manage the financial certification requests and form I-20 processing for application of visa.
• Enter student information into OISS software; collaborate with OISS throughout processing period to ensure procedures and requirements are accurate.
• Work with OISS to assure adherence to strict University and governmental policies, with keen ability to know and take swift action on time sensitive issues to ensure compliance.

System Specialist

• Serve as liaison between A&S graduate programs and WashU IT for the Student Recommendation System.
• Collaborate with Director, Enrollment Management and Student Services and WUIT to recommend system modifications or updates to ensure data integrity in system integrations.
• Assist WashU IT and the Financial Director in maintaining user interface and data tables associated with SRS, as needed.
• Manage testing our system annually in collaboration with our CRM analyst.
• Make recommendations to WashU IT and A&S Leadership for upgrades to systems.

Stakeholder Communications

• Provide effective and responsive communication with prospective and submitted applicants and campus partners throughout the admissions process both by email and phone, ensuring continued applicant interest and service.
• Responsible for checking, maintaining, and responding to the main graduate admissions email account.

Perform other duties as assigned.
The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.